Scope Planning

Lesson 5
Learning Objectives
⚫ Understand the importance of good project scope
management
⚫ Explain the scope definition process and describe
the contents of a project scope statement
⚫ Discuss the process for creating a work breakdown
structure
⚫ Explain the importance of verifying scope and how it
relates to defining and controlling scope
⚫ Understand the importance of controlling scope and
approaches for preventing scope-related problems
on projects

2
What is Project Scope
Management?
⚫ Scope refers to all the work involved in
creating the products of the project and the
processes used to create them.

⚫ A deliverable is a product produced as part

of a project, such as hardware or software,
planning documents, or meeting minutes.

⚫ Project scope management includes the

processes involved in defining and
controlling what is or is not included in a
project. 3
Scope Management
⚫ Important step in stakeholder management –
setting expectations; starting to get clear on
requirements.
⚫ You can’t define time and cost until you define
scope.
⚫ Can define scope by what is in, and by what is
not in.
⚫ Need to include the assumptions.
⚫ Can define scope by prioritizing requirements.
⚫ The project team and stakeholders must have
the same understanding of what products will
be produced as a result of a project and how
they’ll be produced. 4
Scope Management
⚫ Modeling tools help this process by
reducing complex reality to
manageable perspectives.
⚫ Use tools and techniques to facilitate
communication.
⚫ One view of the role of the analyst is a
facilitator of communication.

5
Project Scope Management
Processes
⚫ Scope planning: Deciding how the scope will be
defined, verified, and controlled.
⚫ Scope definition: Reviewing the project charter
and preliminary scope statement and adding more
information as requirements are developed and
change requests are approved.
⚫ Creating the WBS: Subdividing the major project
deliverables into smaller, more manageable
components.
⚫ Scope verification: Formalizing acceptance of the
project scope.
⚫ Scope control: Controlling changes to project
scope. 6
1. Scope Planning
⚫ Scope Planning starts the process of
what is in and what is out.
⚫ It’s vitally important because this
drives your time and cost constraints.
⚫ Fixed price contract with poor scope
planning and scope definition, and
informal sign-off may mean increased
scope thus cost while holding your
revenue stable = less profit, or even
loss. 7
Collecting Requirements
⚫ A requirement is “a condition or capability that must
be met or possessed by a system, product, service,
result, or component to satisfy a contract, standard,
specification, or other formal document” (PMBOK®
Guide, 2008)
⚫ It is important to use an iterative approach to
defining requirements since they are often unclear
early in a project

8
Methods for Collecting
Requirements
⚫ Interviewing
⚫ Focus groups and facilitated
workshops
⚫ Using group creativity and decision-
making techniques
⚫ Questionnaires and surveys
⚫ Observation

9
Scope Planning and the Scope
Management Plan
⚫ The scope management plan is a
document that includes descriptions of how
the team will prepare the project scope
statement, create the WBS, verify
completion of the project deliverables, and
control requests for changes to the project
scope.

⚫ Key inputs include the project charter,

preliminary scope statement, and project
management plan.
10
Sample Project Charter

11
2. Scope Definition and the
Project Scope Statement
⚫ The preliminary scope statement,
project charter, organizational
process assets, and approved
change requests provide a basis for
creating the project scope statement.

⚫ Astime progresses, the scope of a

project should become clearer and
more specific.
12
Further Defining Project Scope

13
3. Creating the Work Breakdown
Structure (WBS)
⚫ A WBS is a deliverable-oriented grouping of
the work involved in a project that defines
the total scope of the project.

⚫ A WBS is a foundation document that

provides the basis for planning and
managing project schedules, costs,
resources, and changes.

⚫ Decomposition is subdividing project

deliverables into smaller pieces.
14
Why use a WBS?
⚫ One of the most essential project
management tools.
⚫ Adds discipline and visibility to project
planning.
⚫ Basis for planning schedule,
resources, cost, quality, and risk.
⚫ Useful in determining where and why
problems occur.
⚫ Helpful in project communications.
15
WBS Formats
⚫ Indented outline
⚫ Organizational chart
⚫ Free format

16
WBS - Indented Outline Format

17
WBS in Org Chart Format

18
WBS in Free Format

19
Intranet WBS inTabular Form
1. Concept
2. Evaluate current systems
3. Define requirements
1. Define user requirements
2. Define content requirements
3. Define system requirements
4. Define server owner requirements
4. Define specific functionality
5. Define risks and risk management approach
6. Develop project plan
7. Brief Web development team
2.0 Web Site Design
3.0 Web Site Development
4.0 Roll Out
5.0 Support 20
Intranet WBS and Gantt Chart in
Microsoft Project

21
General Steps in WBS
Construction
1. Identify major deliverables
2. Divide into smaller deliverables
3. Continue until deliverables are the
right size
4. Review

22
Continue Until Deliverables Are the
Right Size

Car Development Project

Project Management
Product Design Requires additional
Product Goals level breakdown
Concept Design
Modeling Design
Vehicle Integration
Engineering Feasibility
Detailed Engineering Design
Performance Development
Regulatory Certification
Process Development
Prototype
Production Materials Procurement
General Materials Procurement
Trial Manufacture 23
4. Scope Verification
⚫ It is very difficult to create a good scope statement
and WBS for a project.
⚫ It is even more difficult to verify project scope and
minimize scope changes.
⚫ Many IT projects suffer from scope creep and poor
scope verification (see “What Went Wrong?”).
◦ FoxMeyer Drug filed for bankruptcy after scope creep
on a robotic warehouse.
◦ Engineers at Grumman called a system “Naziware”
and refused to use it.
◦ 21st Century Insurance Group wasted a lot of time and
money on a project that could have used off-the-shelf
components. 24
What Went Wrong?
⚫ A project scope that is too broad and can
cause severe problems.
◦ In 2001, McDonald’s fast-food chain
initiated a project to create an intranet that
would connect its headquarters with all of
its restaurants to provide detailed
operational information in real time; after
spending $170 million on consultants and
initial implementation planning,
McDonald’s realized that the project was
too much to handle and terminated it.
25
Scope Verification
⚫ Really important to get clients to sign-
off. When they have to sign a written
agreement the dynamic changes to
ensure the client takes an interest to
make sure it is correct.
⚫ Prototyping and other methods that
give clients a visual picture of what
they might be getting are more
powerful than written or verbal
descriptions. 26
5. Scope Control
⚫ Scope control involves controlling changes to the
project scope.
⚫ Goals of scope control are to:
◦ Influence the factors that cause scope changes.
◦ Ensure changes are processed according to
procedures developed as part of integrated
change control.
◦ Manage changes when they occur.
⚫ Variance is the difference between planned and
actual performance.
27
Scope Change Control
⚫ Given that scope will change you
MUST have processes in place to
manage the change.
⚫ There must be:
◦ process for writing down what has to be
changed;
◦ process for assessing what impact the
change will have in terms of time and cost;
and
◦ process for approving the change and
accepting the impact.
28
Suggestions for Improving User
Input
⚫ Develop a good project selection process and
insist that sponsors are from the user organization.
⚫ Place users on the project team in important roles.
⚫ Hold regular meetings with defined agendas, and
have users sign off on key deliverables presented
at meetings.
⚫ Deliver something to users and sponsors on a
regular basis.
⚫ Don’t promise to deliver when you know you can’t.
⚫ Users sign-off at regular intervals
⚫ Users are financially responsible for the project
⚫ Provide status reports regularly
29
Summary
⚫ Project scope management includes the
processes required to ensure that the
project addresses all the work required, and
only the work required, to complete the
project successfully
⚫ Main processes include:
◦ Collect requirements
◦ Define scope
◦ Create WBS
◦ Verify scope
◦ Control scope 30